Event planning contract template

This agreement is made on [Date] between [Your Name / Business Name] (the "Contractor") and [Client Name / Company] (the "Client").

The Contractor is an independent contractor, not an employee of the Client.

The Contractor will plan and coordinate [event name] on [date] for approximately [number] guests: [describe tier: full planning / partial planning / day-of coordination], including day-of coordination for up to [X] hours.

Vendor costs (venue, catering, AV, decor) are not included in the planning fee and are paid by the Client directly under each vendor's own contract.

The Contractor manages the event within the approved budget of [Amount] and may commit the Client to vendor bookings only with written approval per booking [or up to a pre-approved amount of [Amount]].

Guest count and scope changes within [X] days of the event may carry vendor surcharges outside anyone's control; the Contractor will present the cost impact before confirming any change.

The total fee for the work is [Amount]. A non-refundable deposit of [Amount or %] is due before work begins, and the balance is due [on delivery / per the schedule below].

Invoices are payable within [14] days. Late payments may incur a fee of [1.5%] per month on the outstanding balance.

Any expenses (stock assets, plugins, printing, travel) are billed to the Client at cost and agreed in advance.

Work outside the scope described above is not included. If the Client requests additional work, the Contractor will provide a written estimate, and that work begins once the Client approves it in writing.

The Client will provide all content, access, feedback, and approvals needed to complete the work, in a timely manner.

If the project is delayed by more than [30] days due to a lack of Client response or materials, the Contractor may pause the project and invoice for work completed to date.

Vendor contracts are between the Client and each vendor, and vendor deposits follow each vendor's terms. The Contractor exercises professional care in recommending and managing vendors but is not liable for a vendor's own failure to perform.

If the event is postponed, the planning fee transfers once to a new date within [12] months, subject to availability. If the Client cancels, fees follow this schedule: [schedule], reflecting work already performed.

If the event cannot proceed due to events beyond both parties' control (force majeure), the parties will first attempt to reschedule; fees for work already performed remain due.

Each party will keep the other's confidential information private and use it only to carry out this agreement.

The Contractor may show the finished work in a portfolio or case study unless the Client asks in writing to keep it private.

Either party may end this agreement with [14] days written notice. If the Client cancels, the deposit is non-refundable and the Client pays for all work completed up to the cancellation date.

If the Contractor cancels, any pre-paid amount for work not yet delivered is refunded.

The Contractor's total liability under this agreement is limited to the total fees paid by the Client. Neither party is liable for indirect or consequential losses.

The work is provided without warranties beyond those stated here.

The Contractor controls how and when the work is done, uses their own tools, and is responsible for their own taxes and insurance. Nothing here creates an employment, partnership, or agency relationship.

This agreement is governed by the laws of [Your State / Country]. Any dispute will be handled in the courts of that location.

Contractor: ______________________________ Date: ____________

Client: __________________________________ Date: ____________